Integrated Invoicing

Working with integrated invoices Practice CS enables you to integrate invoices from UltraTax CS, Accounting CS, and CSA for use in billing. These integrated invoices appear in Practice CS in the Integrated Invoices tab of the Billing screen. Scheduling, invoicing and CRM for service businesses. QuickBooks Online makes accounting easy. Manage your business on the go. Create invoices, take photos of receipts or see your company’s activities from the QuickBooks mobile app anytime, anywhere. Automate your spending. Manage your bills and vendors you own.

This chapter contains the following:

How Integrated Invoice Imaging Works for Oracle Cloud Implementations

The integrated invoice imaging solution for Oracle Cloud provides scanned image import, intelligent character recognition, and automatic invoice creation. In addition, the solution routes invoices with exceptions to accounts payables personnel for review and completion.

This figure shows the integrated invoice imaging flow.

Here's a summary of the steps in the imaging process followed by details of the processing flow.

  1. To use the integrated invoice imaging solution, you must have a designated e-mail account to send the invoice images. When you sign up for the Oracle Cloud Application Service, you're provided with one.

  2. After you have the e-mail account, prepare the invoices for processing.

    • If your business process is to receive invoice images from your suppliers, communicate to them your imaging requirements. The suppliers can then e-mail the invoice images directly to the designated e-mail account.

    • If you receive paper invoices, prepare images from the invoices and send the images to the e-mail account.

  3. Once the images are sent to the e-mail account, the imaging solution retrieves them for further processing. The solution checks for new images every minute and creates invoices from the images.

  4. If any exceptions occur during automatic invoice creation, the invoices are marked as incomplete and routed to accounts payable personnel for review and completion. The incomplete invoices appear in the Scanned information tile on the Invoices landing page.

  5. After the rest of the invoice processing tasks are finished, such as validation and approval, the invoices are ready for payment.

Integrated Invoicing

E-Mail Scanned Images

Based on agreements with your suppliers, you might receive paper invoices at your bill-to locations, or you might receive images by e-mail. You can communicate imaging requirements to your suppliers, such as to send images in the TIFF format with a minimum of 300 dpi.

For images sent by e-mail, imaging specialists can check for quality and proper formatting. For paper invoices, imaging specialists can sort the invoices into different categories based on parameters, such as geography, invoice type, invoice amount, and due date. They can then scan the invoices to convert them to images.

Imaging specialists forward the images to the designated e-mail account. They can optionally specify attributes in the e-mail subject for the purposes of routing and recording.

Import Images

Oracle Imaging retrieves the images from the designated e-mail account at scheduled intervals. All of the invoice images in an email are grouped into a batch.

Recognize Images

The imaging solution then sends the batches for intelligent data recognition and extraction of the invoice attributes.

Oracle's Imaging Solution offers cutting-edge intelligent recognition capabilities for extracting the invoice attributes from the scanned images. Unlike other solutions that use supplier-specific templates to extract information, Oracle's Imaging Solution can intelligently locate data within the invoice. The data can be found regardless of its location on the image and whether Imaging has processed invoices from that supplier before. As suppliers are added, or an existing supplier changes its invoice layout, Imaging can extract the attributes from the new invoice layouts.

Store Images

Oracle Imaging stores the invoice images and extracted information. For the rest of the invoice life cycle, any reference to the invoice image points to the imaging repository. This ensures documents are never replicated further during invoice processing.

Process Invoices

The imaging solution uses the extracted attributes from the images to create the invoices. If exceptions occur during processing, the invoices are marked as incomplete and routed to accounts payable personnel using Oracle Business Process Execution Language (BPEL) workflows. A default routing rule routes the incomplete invoices to all users with the Accounts Payable Specialist and Accounts Payable Supervisor job roles.

Incomplete invoices appear in the Scanned information tile on the Invoices landing page. Invoice header attributes and lines requiring attention are highlighted on the Edit Invoice page for quick identification and resolution. With a dual monitor setup, you can review both the invoice and the invoice image at the same time.

Oracle Imaging provides an image viewer that's embedded within Oracle Fusion Payables. Accounts payable personnel can review and annotate the images using the embedded image viewer.

This figure shows the Scanned information tile on the Invoices landing page.

Pay Invoices

After you complete the rest of the invoice processing tasks, such as validating, approving, and accounting, the invoices are ready to be paid. You can schedule a payment process request to select them for payment.

Related Topics

Considerations for Integrated Invoice Imaging for Oracle Cloud Implementations

The integrated invoice imaging solution for Oracle Cloud provides scanned image import, intelligent character recognition, and automatic invoice creation. In addition, the solution routes invoices with exceptions to accounts payables personnel for review and completion.

Scanning Invoice Images

Review these critical points for scanning invoices.

Attaching Invoice Images in E-Mail

Review these critical points for attaching invoice images in e-mail.

Processing Invoices

Review these critical points for processing invoices.

Related Topics

Considerations for Receiving Invoice Images from Email

The integrated invoice imaging solution provides for processing invoice images that are received by email.

The email must be sent in a certain format and meet specifications that are acceptable by Oracle's Imaging Solution. Imaging specialists must scan and convert the paper invoices received from suppliers to images. Alternatively, if invoices have been received as email attachments, imaging specialists check for quality and proper formatting.

You can optionally enter attributes in the email subject for recording on the invoice and for routing if the invoices are incomplete. A preconfigured routing rule is provided to route incomplete invoices to all users with Accounts Payables Specialist and Accounts Payable Supervisor job roles.

Consider the following when receiving invoice images through email.

Invoice Images as Email Attachments

Invoice images can be included in email attachments in the following ways:

Attribute Information in the Email Subject

You can specify up to four attributes in an email subject. These attributes can be recorded on the invoice or used to route the incomplete invoices to payables personnel for review and completion. Use the underscore sign (_) as a separator to indicate the start of routing attribute information.

For example, you have a specific business requirement to record categories on the invoice. These categories include invoice priority, supplier category, manufacturing plant number, storage bin number, and processing queue. You can specify values for these categories in the email subject.

This table lists the categories and their possible values.

CategoryValue

Invoice priority

Regular, Urgent

Supplier category

Regular, Supply chain related

Manufacturing plant number

Plant-1, Plant-2, Plant-3

Storage bin number

Bin#1, Bin#2, Bin#3

A supplier sends an invoice with the email subject of Invoice-1234 attached. The imaging specialist reviews the email and provides additional routing information in the email subject. The revised email subject is Invoice-1234 attached_Urgent_Supply chain related_Plant-1_Bin#1.

This table shows how the content in the email subject maps to the routing attributes.

Email Subject ContentRouting Attribute Mapping

Invoice-1234 attached

Not applicable since the text appears before the first separator character

Urgent

Routing attribute 1

Supply chain related

Routing attribute 2

Plant-1

Routing attribute 3

Bin#1

Routing attribute 4

The supplier sends another invoice with the email subject of Invoice-2345 attached. The revised email subject is Invoice-2345 attached_Regular_Supply chain related_Plant-1_Bin#1. The routing rule is defined as follows:

In this example, invoice 1234 is assigned to Harry and invoice 2345 is assigned to Nathan.

As in the previous example, attributes can include alphanumeric characters. The maximum length for each attribute depends on how many attributes you're using. For example, if you use all five attributes, the maximum length of each attribute is 34 characters. You can modify the maximum length of each attribute to meet your requirements however, the sum of the attribute values should not exceed the limit. This limit is calculated as follows, assuming that all five attributes are used.

If the attribute in an email subject exceeds the maximum length specified for that attribute, the Oracle Imaging process errors.

Routing Incomplete Invoices

An incomplete invoice is an invoice created from an image that has invalid or missing information. Incomplete invoices are automatically routed to users with the Accounts Payable Specialist and Accounts Payables Supervisor job roles for review and completion.

Routing Rule Administration

You can modify the predefined routing rule using the Approval Management extensions of the Oracle SOA Suite and Oracle Human Workflow. The Oracle Business Process Management (BPM) Worklist application provides the interface to administer the rule.

Users with the Financial Application Administrator job role are BPM Worklist administrators and can access the rules in the BPM Worklist application. To navigate to the BPM Worklist application, use the Manage Task Configurations for Financials task. The predefined task that assigns and routes incomplete invoices is called the FinAPIncompleteInvoiceHold task.

Tasks

Documentation

The following table lists the predefined settings for the FinAPIncompleteInvoiceHold task.

FieldSetting

Task Aggregation

Once per stage

On Error Notify

Not applicable

Allow all participants to invite other participants

Not enabled

Allow participants to edit future participants

Not enabled

Allow initiator to add participants

Not enabled

Enable automatic claim

Enabled

Complete task when participant chooses

Not enabled

Enable early completion of parallel subtasks

Not enabled

Complete parent tasks of early completing subtasks

Not enabled

Expiration and Escalation Policy

Never Expire

Reminders

No reminders

Rule Sets and Rules

The FinAPIncompleteInvoiceHold task has a rule set, which is a collection of rules, called IncompleteInvoiceRuleSet. This rule set has a rule called JobRoleAssignmentRule. Rules consist of IF and THEN components. The IF component specifies the conditions that determine when to apply the rule. The THEN component specifies what happens when the conditions are met.

The following table lists the predefined settings for the JobRoleAssignmentRule rule.

FieldValueDescription

Condition

FinAPHoldApprovalPayloadType.holdName is 'Incomplete Invoice'

Activates the rule when the invoice is placed on an incomplete hold. To use other invoice attributes, select from the condition browser window.

List Builder

Resource

Determines the resource to which the invoice is routed.

Response Type

Required

Indicates that the routing notification requires a response.

Participants

Users: null, Groups: 'AP_ACCOUNTS_PAYABLE_SPECIALIST_JOB, AP_ACCOUNTS_PAYABLE_SUPERVISOR_JOB', Application Role: null

Identifies the participant to whom the invoice is routed.

Rule Name

'JobRoleAssignmentRule'

Identifies the approval reason to display in the approval history diagram.

Rule Conditions

You can use the available invoice header, line, and distribution attributes in the routing rule condition.

To edit the rule condition:

  1. Start a search in the in the IF section of the rule. The Condition Browser opens.

  2. Select the attribute to use in the condition.

Related Topics

How to Override Default Business Units on Unmatched Scanned Invoices

Integrated Invoices

Business units for unmatched scanned invoices are automatically determined based on attributes, such as supplier address and the Default Business Unit profile option. You can override automatic business unit assignment and instead, specify a business unit by performing the following steps:

Indicate Routing Attribute 1 Represents Business Unit

As part of the standard invoice imaging flow, you can use up to four additional attributes to route scanned invoices for completion or to record on the invoice. To override the default business unit, you must indicate that values for routing attribute 1 represent business units.

Perform these steps:

  1. Navigate to the Manage Payables Lookups page.

  2. Search for lookup type ORA_IMAGING_ROUTING_ATTRIBUTES.

  3. Enable lookup code ORA_BUSINESS_UNIT.

Find the ID for the Overriding Business Unit

You must use the identifier for the business unit as the override. To find the business unit ID:

  1. Navigate to the Manage Business Units page.

  2. Search for the applicable business unit.

  3. If you don't see the Business Unit ID column in the Search Results table, use the View menu to enable the column.

Specify the Business Unit ID in the E-mail Subject

For scanned invoices that aren't matched to purchase orders, edit the e-mail subject to:

  1. Append the underscore sign (_) followed by the business unit ID. For example, if a scanned invoice has an e-mail subject of Invoice 42366_30014001, the business unit ID for that invoice is 30014001.

Processing Electronic Invoices

Oracle Fusion Payables provides the ability to receive electronic invoices from suppliers. Oracle Fusion Collaboration Messaging Framework (CMK) provides a simplified way to set up business to business (B2B) communication with trading partners.

CMK supports two models for setting up B2B messaging with trading partners.

  1. Using a service provider: In this model, a service provider such as Oracle Business Network acts as an intermediary between the trading partners and the Oracle Fusion Applications customers. Once a trading partner is on-boarded to OSN, the partner can exchange messages with any Oracle Fusion Applications client. OSN is defined out of the box in CMK but you can also define other service providers if needed.

  2. Using CMK web service: CMK provides a web service for exchanging messages with CMK directly without using Oracle Business Network or other service providers

This figure illustrates invoice processing through email using the Collaboration Messaging Framework.

Configuring Collaboration Messaging Framework

Setup Electronic Invoicing Using a Service Provider

CMK includes the Oracle Business Network (formerly Oracle Supplier Network) as a service provider out of the box, making it very easy to setup, and connect to trading partners on the network. Other service providers must be configured in the Collaboration Messaging work area as follows:

  1. Navigate to Manage Collaboration Messaging Service Providers.

  2. Create a new Service Provider.

  3. In Delivery Methods, you can specify how outgoing messages should be delivered to the service provider.

  4. Select Inbound Collaboration Messages tab to configure XML invoice formats that will be used by the service provider. Each XML format supported by CMK is available as a separate message definition. For example, select UBL_2.1_EN_16931_INVOICE_IN for EN 16931 invoice in UBL format.

  5. In Outbound Collaboration Messages tab, you can configure the list of outbound messages that are required for the service provider.

  6. Save and Close.

Next, you have to configure the Trading Partners using this service provider.

  1. Navigate to Manage B2B.

  2. Select the Service Provider and enter the trading partner identification.

  3. Select Inbound Collaboration Messages and add the XML invoice formats that will be used by this supplier.

The supplier sites used for electronic invoicing must be associated with trading partners.

  1. Navigate to the supplier site and select B2B Communication method as Collaboration Messaging Framework.

  2. In Associated Collaboration Documents, click the Edit button. Add the trading partner created earlier and add PROCESS_INVOICE_IN under Collaboration Documents.

Setup Electronic Invoicing Using CMK Web Service

If the supplier communicates directly using the CMK web service, then there is no need to setup a service provider.

  1. Navigate to Manage B2B Trading Partner.

  2. Select Service Provider as None and enter the trading partner identification.

  3. In Delivery Methods, you can specify how outgoing messages should be delivered to the supplier.

  4. Select Inbound Collaboration Messages tab to configure XML invoice formats that will be used by the supplier. Each XML format supported by CMK is available as a separate message definition. For example, select UBL_2.1_EN_16931_INVOICE_IN for EN 16931 invoice in UBL format.

  5. In Outbound Collaboration Messages tab, you can configure the list of outbound messages that are required for the supplier.

  6. Save and Close.

Associate the supplier sites with the trading partner.

  1. Navigate to the supplier site and select B2B Communication method as Collaboration Messaging Framework.

  2. In Associated Collaboration Documents, click the Edit button. Add the trading partner created earlier and add PROCESS_INVOICE_IN under Collaboration Documents.

Send Rejected Invoices to a Supplier

Electronic invoices received by CMK must be imported using Import Payables Invoices. Invoices that are rejected due to supplier errors, are automatically sent to the supplier by email for correction. The supplier has to resend the invoice payload after they have been corrected.

The following steps explain the setup required to send rejection emails automatically to a supplier when they're configured using a service provider:

  1. Navigate to Manage Collaboration Messaging Service Providers.

  2. Add a Delivery Method of type Email.

  3. Select Outbound Collaboration Messages tab and add the message definition OAGIS_10.1_ACKNOWLEDGE_INVOICE_COLLAB_MSG_OUT. Select the delivery method created above.

  4. Navigate to the supplier site.

  5. In Associated Collaboration Documents, click the Edit button and add ACK_REJECTED_INVOICE_OUT under Collaboration Documents.

The following steps explain the setup required to send rejection emails automatically to a supplier when they're configured without a service provider:

  1. Navigate to Manage B2B Trading Partners.

  2. Add a Delivery Method of type Email.

  3. Select Outbound Collaboration Messages tab and add the message definition OAGIS_10.1_ACKNOWLEDGE_INVOICE_COLLAB_MSG_OUT. Select the delivery method created above.

  4. Navigate to the supplier site.

  5. In Associated Collaboration Documents, click the Edit button and add ACK_REJECTED_INVOICE_OUT under Collaboration Documents.

Extend Electronic Invoice Configuration

CMK delivers pre-seeded message definitions that map the XML payload fields to the Oracle Fusion application objects such as Invoices using XSLT files. Customers can change the mappings delivered out of the box, to accommodate either trading partner specific variations, or specific requirements that aren't addressed by the out-of-the-box mappings.

The steps for updating the mapping are as below:

  1. Navigate to Collaboration Messaging work area and click on Manage Collaboration Message Definitions.

  2. Search for the message by selecting Direction as Inbound and Document as PROCESS_INVOICE_IN From the search results, select the message ORCL_CMK_PROCESS_INVOICE_002 for OAG 7.2.1 or OAGIS_10.1_PROCESS_INVOICE_COLLAB_MSG_IN for OAG 10.1. Download the transformation package by selecting Actions > Export Transformation Package.

  3. The Transformation package gets downloaded as a .zip file with source and target XSDs and the XSLT.

  4. You can update the mapping in the downloaded XSLT and save it to local system.

  5. The seeded message definitions can't be modified. You can duplicate the seeded message and configure them using the modified XSLT. Select the message to be modified and select Actions > Duplicate Collaboration Message.

  6. You can edit the defaulted Message Name if required. Select the modified XSLT saved earlier. Save and Close

  7. The new message created must be associated with the B2B Trading Partner or the Service Provider.

  8. If the trading partner sends invoices through a service provider, such as Oracle Supplier Network, add the new message definition to the service provider from the task Manage Collaboration Messaging Service Providers.

  9. If the trading partner sends invoices directly to CMK web service, then add the new message definition to the trading partner from Manage B2B Trading Partners

  10. Save and Close.

Practice CS enables you to integrate invoices from UltraTax CS, Accounting CS, and CSA for use in billing. These integrated invoices appear in Practice CS in the Integrated Invoices tab of the Billing screen.

Integrated

Setup

Before you can use this integration feature, you must first complete some setup steps in each application.

Practice CS

In Practice CS, mark the Integrate this Firm with other solutions checkbox on the Preferences tab of the Firm setup screen. The Integrated Invoices tab of the Billing Screen is available only if you have marked this checkbox.

Note: This checkbox can only be marked for one firm database at a time.

UltraTax CS

  • In UltraTax CS, mark the With the log of this event, forward invoice to CS Practice Products checkbox for at least one status event.
  • In UltraTax CS, identify your Practice CS file location in the Setup > User Preferences > File Locations tab.
  • For each invoice forwarded to Practice CS, the client ID in UltraTax CS must match a client ID in Practice CS, enabling the invoice to be associated with the appropriate client.
  • You must preview or print the return in UltraTax CS to generate invoice information.
  • Each time an eligible status event is recorded in UltraTax CS, invoice information is forwarded to Practice CS.

Notes

  • For more information on forwarding invoice information from UltraTax CS to Practice CS, see the UltraTax CS topic Forwarding client invoice information to Practice CS.
  • You can populate Practice CS with your UltraTax CS clients. For more information on this process, see the UltraTax CS topic Transferring UltraTax CS client information to Practice CS.

Accounting CS

Integrated Invoice Definition

By default, the ability to export invoices to Practice CS is disabled. To enable the export functionality in Accounting CS, choose Setup > File Locations, click the CS Professional Suite tab, and specify the Practice CS data location for the application to save the exported invoices file.

See Exporting invoices to Practice CS in the Accounting CS help for instructions on how to integrate invoices from Accounting CS.

CSA

  • In CSA, identify your Practice CS file location in the Setup > User Preferences > File Locations tab.
  • If you plan to export invoices from CSA to Practice CS for a specific client, be sure that the client IDs are identical in both applications.

Billing Process Best Practices

Note: For more information on exporting invoices from CSA to Practice CS, see Exporting invoices to Practice CS in the Help & How-To Center.

Accepting invoices

To accept invoices in Practice CS, open the Billing screen (Actions > Billing) and click the Integrated Invoices tab.

Allocating the invoice amount

When accepting invoices in the Integrated Invoices tab, you will need to determine how to allocate the invoice amount for each item. Mark the checkbox next to an invoice item and choose one of the four available allocation selections:

  • Creating adjustment entries — Use this selection:
    • if you do not keep track of time in Practice CS
    • if you want to accept integrated invoices as adjustment entries instead of associating the entry to existing WIP or creating a progress entry.
  • Creating progress bill entries — This selection creates a progress bill entry. With this option, you must also associate the invoice with a staff member, engagement, and activity, using the fields provided.
  • Partially billing WIP balance — This selection will bill the invoice against the client’s WIP balance, leaving any difference as a remaining WIP balance. You can associate the WIP with a selected Staff, Engagement, Project, or Activity.
  • Completely billing WIP balance — This selection bills the entire WIP balance at the invoice amount, writing off any difference and leaving a WIP balance of zero. You can associate the WIP with a selected Staff, Engagement, Project, and Activity.

Billing Practices Policy

Linking to invoices

Mark the Create links to UltraTax CS invoices in FileCabinet CS checkbox to create a link to an invoice that you have printed to FileCabinet CS from UltraTax CS, and select the appropriate FileCabinet CS data path from the drop-down list. This link will appear on the Print Invoices & Statements screen of Practice CS.

Click the Accept Selected button to accept the selected invoices and move them to the Review tab.

Rejecting invoices

To reject invoices in the Integrated Invoices tab, select those invoices and click the Reject Selected button.

Error messages

Practice CS will return error messages if integrated invoices do not meet certain criteria. For example, if the client associated with an invoice forwarded from UltraTax CS does not match a client in Practice CS, you will be prompted to add that client to Practice CS before continuing.


Related topic:Billing overview

Documentation Requirements For G0463

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